Job Description

We are seeking a highly proactive Executive Assistant / Operations Assistant to support the Chief Growth Officer of a fast-growing technical water treatment company.

This is not a traditional task-based assistant role. The right person will not simply wait for assignments or complete one-off administrative requests. This role is designed for someone who can learn the executive’s priorities, identify recurring needs, create simple systems, and take ownership of follow-through.

Success in this role means reducing open loops, improving organization, protecting the executive’s time, and turning repeated administrative work into dependable routines. The ideal candidate is organized, responsive, detail-oriented, and comfortable operating in a fast-paced technical business where priorities can shift quickly.

Key Outcomes

Within the first 90 days, this person should be able to:

• Take ownership of recurring calendar management, inbox support, meeting scheduling, travel coordination, follow-up tracking, and administrative workflows.
• Convert repeated tasks into rituals, checklists, reminders, or simple operating systems. Reduce the number of ad hoc administrative items the executive has to personally manage. Proactively identify what needs to happen next rather than waiting for detailed instructions. Create a reliable weekly rhythm for reviewing priorities, open tasks, upcoming meetings, pending responses, and follow-up items.

Responsibilities

Executive Support & Time Management

• Manage and organize the executive’s calendar, including scheduling meetings, coordinating appointments, and protecting focus time.
• Review upcoming meetings and help ensure the executive is prepared with necessary context, documents, agendas, and follow-up items.
• Coordinate travel, reservations, logistics, and related details as needed.
• Help prioritize the executive’s time by identifying conflicts, inefficiencies, and opportunities to streamline the schedule.

Inbox, Communication & Follow-Up Management

• Monitor and organize email correspondence to help maintain timely communication and reduce inbox clutter.
• Draft, organize, or flag emails and responses as appropriate.
• Track follow-up items from emails, meetings, calls, and internal conversations.
• Ensure delegated items do not get lost and are followed through to completion. Maintain a system for pending replies, open decisions, and outstanding action items.

Systems, Rituals & Process Ownership

• Identify repeated tasks and convert them into recurring workflows, checklists, reminders, or calendar based rituals.
• Build and maintain simple systems that improve organization, visibility, and accountability. Assist in keeping task management tools, CRM items, files, notes, and recurring processes organized. Proactively suggest improvements to reduce administrative friction and prevent repeated manual work. Own recurring administrative routines without requiring repeated prompting.

Business & Project Support

• Support the Chief Growth Officer with research, coordination, and administrative preparation for business development, sales, customer meetings, and technical projects.
• Conduct research on companies, contacts, markets, industries, or technical topics as needed. Help prepare meeting notes, agendas, summaries, action item lists, and follow-up communication. Coordinate details across internal team members, vendors, customers, and partners. Assist with document organization, spreadsheet updates, proposal preparation, and other project support tasks.

Ideal Candidate Profile

The ideal candidate is someone who:

• Notices patterns and turns them into systems.
• Follows through without being chased.
• Is comfortable reminding, nudging, and keeping others accountable.
• Can manage both routine administrative work and shifting priorities.
• Communicates clearly and professionally.
• Is highly organized but practical, not overly complicated.
• Can work independently and make reasonable judgment calls.
• Understands that the goal of the role is to create leverage for the executive, not just complete assigned tasks.

Qualifications

• Prior experience as an Executive Assistant, Operations Assistant, Virtual Assistant, Chief of Staff support role, or similar administrative role.
• College degree preferred, ideally in Business, Marketing, Communications, Engineering, or a related field.
• Excellent written and verbal English communication skills.
• Strong calendar, inbox, task management, and organizational skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong research skills with the ability to gather, organize, and summarize information quickly. High proficiency with digital productivity tools such as Google Workspace, Microsoft Office, calendar tools, email platforms, spreadsheets, CRM systems, and project management tools. Experience supporting executives, business owners, sales leaders, or technical teams is preferred. Ability to handle confidential information with discretion and professionalism.

Tools & Systems

• Experience with some or all of the following is helpful:
• Gmail / Google Workspace
• Microsoft Office / SharePoint
• HubSpot or similar CRM
• Basecamp, Asana, Monday, ClickUp, or similar project management tools
• Calendly or similar scheduling tools
• Excel / Google Sheets
• AI tools such as ChatGPT for drafting, research, summarization, and organization

What This Role Is Not

This role is not a passive administrative position where every task will be assigned step-by-step.

The person in this role must be comfortable taking initiative, creating structure, and asking, “How can I make this easier next time?” A strong fit will be someone who wants to become a trusted operating partner and help create order around a busy executive.

Other requirements:

Computer/laptop

Processor: Intel Core i5 or higher

RAM: 8GB or higher

Storage: 256GB SSD or higher Operating

System: Windows 10 or macOS

Display: 13-inch or larger screen size with a resolution of 1920x1080 or higher

Battery Life: Minimum of 8 hours

Internet

30 Mbps download and 10 Mbps upload

Accessories

Webcam

Noise-cancelling headset with mic

Work set-up

Professional/presentable background

Quiet and distraction-free area